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Uap election manual Uap election manual Document Transcript

  • United Architects of the PhilippinesThe Integrated and Accredited Professional Organization of Architects UAP Election Manual ELECTION RULES OF PROCEDURE UAP DOCUMENT 104 January 2006 UAP Election Manual: Election Rules of Procedures Page - 1 -
  • Table of ContentsTable of ContentsPreface 6Rationale and Objectives 7Rule 1 Title of Manual 8Rule 2 Interpretation of this Manual 9Rule 3 Definition of Terms Used in this Manual 10-14Rule 4 UAP National Election Timeline 15-17Rule 5 Rules of Conduct 18Rule 6 Qualifications for National Officers and District Directors 19-21 1. Elected Positions 2. Qualifications for National Officers 3. Qualifications for District Directors 4. Exemptions on Qualifications 5. Term of Office 6. VacancyRule 7 Committee on Nominations 22-26 1. Introduction 2. Composition 3. Duties and Functions 4. Duties of the Committee Chairman 5. Term of Office 6. Rules and Regulation Governing Nominations a. Call for Nominations b. Nomination by Members c. Documents to be submitted by the Nominator d. Nomination Close e. Nomination Verification f. Consensus in every district g. Preparation of Committee report UAP Election Manual: Election Rules of Procedures Page - 2 -
  • Rule 8 Committee on Elections (COMELEC) 27-30 1. Introduction 2. Composition 3. Duties and Functions 4. Duties of the Commission Chairman 5. Term of Office 6. Rights and Powers of the Commission 7. Meetings of the Commission 8. Standing Committees 9. Restrictions of the Commission 10. Vacancy 11. Means to Adopt and Effects Resolutions, Circulars, MemorandaRule 9 Electoral College 31-35 1. Definition of Electoral College 2. How the Electoral College Works a. Rules on Electoral College i. The General Rule ii. Exception to the General Rule iii. The Supplemental to the General Rule iv. Summary of Rules on Electoral College b. Restriction on Members of the Electoral CollegeRule 10 Campaign Procedures 36-37 1. Purpose 2. Definition of Campaigning 3. General Guidelines 4. Candidate’s Campaign Managers 5. Methods of Campaigns 6. A Candidates Forum 7. Procedures for Complaints 8. Sanctioning Guidelines 9. DisqualificationRule 11 Election Procedures 38-44 1. Definition of Election Procedures 2. Procedures Prior to Election UAP Election Manual: Election Rules of Procedures Page - 3 -
  • 3. Procedures During the Election 4. Post-Election ProceduresRule 12 Proclamation of Winners 45 1. Proclamation of Winners 2. Induction of Newly-Elected Officers 3. Vacancy in the Elected PositionsRule 13 Protest 46 1. Definition of Protest 2. Initiation of Protest 3. Protest Processing Fee 4. Other Charges 5. Time Period of Protest 6. Contents of Protest 7. Lapses of Protest Period 8. Hearing and Investigation 9. DecisionRule 14 Grounds for Disqualification of Election 47-48 1. Definition of Election Offenses 2. Types of Offenses 3. Procedures on Filing Petition 4. Appeal 5. DecisionRule 15 Warranting Sanctions 49 1. Campaign Offenses Warranting Sanctions 2. Non-exclusivity of LiabilityRule 16 Finance 50Rule 17 Amendments 51 1. AmendmentsRule 17 Repealing Clause 52Rule 18 Effectivity 53 UAP Election Manual: Election Rules of Procedures Page - 4 -
  • Annexes 54-78Annex 1 Call for Nominations (set) 55-57Annex 2 Nominations by Members 58-60Annex 3 Good Standing Report by National Treasurer 61Annex 4 Committee on Nominations Resolution (sample) 62-64Annex 5 Committee on Nominations Resolution (sample) 65-67Annex 6 Transmittal Letters of Committee on Nominations to Commission 68 On ElectionsAnnex 7 Announcement of List of Official Candidates 69Annex 8 Chapter Board Resolutions on Chapter’s List of Members 70-72 of the Electoral CollegeAnnex 9 Chapter Board Resolutions on Chapter’s Common Candidates 73-74 for National OfficeAnnex 10 Sample of Campaign Paraphernalia 75Annex 11 Official Ballot 76Annex 12 Certification of Election Results 77-78 UAP Election Manual: Election Rules of Procedures Page - 5 -
  • PrefaceThe need for a new guideline in the UAP Election process was initiated by National PresidentEdric Marco C. Florentino. This guideline was deemed necessary as brought about by two (2)significant events. First, the enactment of the Republic Act No. 9266 otherwise known as “TheArchitecture Act of 2004 and second, the recognition of the UAP as the IAPOA, Integrated andAccredited Professional Organization of Architects.Corollary to these developments and considering the complexities that have now been placedunder the UAP’s responsibilities, corresponding re-structuring and adjustments in the UAP’sstructure have become imperative.One of the vital reforms must be made in the process of election of the UAP Leadership torespond to the bigger role and responsibilities that it has now been called upon to do.This guideline was formulated by the Commission on Election (COMELEC) within thelimitations of the existing By-Laws of the Association. These innovations have been done as‘interim’ until the UAP By-laws on election shall have been reviewed and reformulated by thenext administration. UAP Election Manual: Election Rules of Procedures Page - 6 -
  • Rationale and ObjectivesThe UAP has grown in leaps and bounds over the years. Today, as it has been declared andrecognized as the Integrated and Accredited Professional Organization of Architects (IAPOA)by the Professional Regulation Commission under Board of Architecture Resolution No. 03,series of 2004 , the sheer number of professionals that shall come-in will become amanagement problem. More and more shall be demanded from the people who will steer theorganization to its established goals.The objectives of this manual include: 1. Politics of Growth and Development – To wean away the professional organization from the negative and divisive kind of politics and to move towards the politics of growth and development focusing more on service rather than the grab for power. 2. Transparency – To assure members that they are sufficiently informed all the time of the Leader’s every major moves and decisions. If everything is done in open consultations, there will be less room for questions in the minds of the members. 3. Democratic Process – To make sure that everyone has free access to foras and debates to ventilate their ideas and opinions and for their voices to be heard and counted. 4. Empowerment of the Chapters – For the chapter members to be personally responsible in the election of the leaders from the Chapter Level to the District Level and to the National Level.This Election Manual shall be liberally construed in order to promote the effective and efficientimplementation of the objectives of ensuring the holding of free, orderly, honest, peaceful andcredible elections and to achieve just, expeditious and inexpensive determination anddisposition of every action and proceeding brought before the UAP Commission on Election. UAP Election Manual: Election Rules of Procedures Page - 7 -
  • Rule 1: Title of ManualThis Manual shall be referred to as the “UAP Election Manual: Rules of Procedure” based onthe Amended By-Laws of the United Architects of the Philippines as of October 20, 2005. UAP Election Manual: Election Rules of Procedures Page - 8 -
  • Rule 2: Interpretation, Authority and Applicability of this Manual1. Interpretation of this ManualAny doubt in the interpretation of this Manual shall be resolved by the National Board ofDirectors of the United Architects of the Philippines, en banc, in a manner which would ensurefairness, keep order, and preserve the integrity of the UAP national elections.2. Authority of this ManualThis Manual is authorized and empowered by the By-laws of the United Architects of thePhilippines, as amended October 20, 2005, specifically as indicated under Article IX, Sections1, 2, 3, 4, 5, 7, 8, 9, 10, 11, 12, 13, and other sections in the Amended By-laws hereinindicated.3. Applicability of this ManualThis Manual shall govern the elections of UAP National Officers as defined in Article 5,Sections 2.1 and 2.2 of the UAP By-laws. UAP Election Manual: Election Rules of Procedures Page - 9 -
  • Rule 3: Definition of TermsAs used in this Manual adopted by the UAP National Board of Directors under the UAP By-Laws, unless the context otherwise requires:Accreditation Slip.This is a form issued by the Commission on Election to all Chapter Presidents requiring them tolist their respective members to the Electoral College (Art. 9, Sec. 4.7). However, theCOMELEC through its Committee on Accreditation has the power to disqualify any Member ofthe Electoral College in accordance with the provisions of the UAP By-laws (Art. 9, Sec. 2.2.4-a).Ballots.A pre-numbered Official Form prepared and issued by the Commission on Election to theMembers of the Electoral College for them to cast or register a vote.By-laws.This pertains to the Amended By-laws of the United Architects of the Philippines as of October20, 2005.Campaign Material.Campaign Material means any material that contains text, graphics, or other images or visualpresentations and to be distributed only by the Commission on Election (COMELEC).Campaign ManagerA campaign manager shall be defined as anyone who actively coordinates the planning andimplementation of a qualified candidates campaigning activities. It shall be the responsibility ofthe registered candidate to ensure that his or her campaign manager(s) have read andunderstood the elections procedures.Candidate.A Candidate for UAP National Office is any UAP member having duly filed for the purpose ofrunning for the offices of the UAP National elections and who meets the qualifications for theoffice sought and has been nominated for that office in accordance with the UAP By-laws andthis Manual.Chapter Board ResolutionA Chapter Board Resolution is a concise statement of the Chapter’s stance towards a particularissue or decision and serves as a call to action for the Chapter and its members. Herein, itdescribes and endorses a defined course of action agreed upon by the majority of Chaptermembers in good standing, i.e. to elect members to the Electoral College and endorse commoncandidates for national office. UAP Election Manual: Election Rules of Procedures Page - 10 -
  • Format Resolutions must be written in the standard “Whereas” and “Therefore, be it resolved”format. The main issues should be presented as “Whereas” statements. Desired actions andimplementation strategies should be specific and presented within “Therefore, be it resolved”declarations.Commission on Election (herein referred as “Commission”)The Commission on Elections is composed of annually appointed representatives from eachDistrict appointed by the UAP National President and confirmed by the UAP National Board ofDirectors at least 120 days prior to the National Election (Art. 9, Sec. 2.1). The COMELEC actsas an independent body (Art. 9, Sec. 22.1) that is responsible for overseeing the conduct ofUAP national elections, for maintaining the UAP Election Manual: Rules of Procedure, and forother tasks as specified herein.Committee on NominationsThe Committee on Nominations is composed of the Chairman who is the incumbent Chancellorof COF, and one Member from each District, (except the incumbent District Directors); whichshall be officially constituted by the incumbent National Board at least 120 days prior to theUAP Annual Meeting and national elections. (Art. 9, Sec. 3.1.1).Consensus.Consensus is defined as an agreement among the chapters within the District to choose whowill represent the district and sits as their district director in a meeting held for the purpose.The Committee thru its district representative shall conduct a consensus in every district, atleast thirty (30) days before the elections to arrive at common candidate from among theregular members in each District. (Art. 9, Sec. 3.1.2-b).Decorum.Since the UAP annual election is the most honorable manner of consulting the generalmembership, a proper decorum-an attribute which pertains to rules of behavior, decency andgood order shall be maintained by all members of the Commission and in no way shall beinvolved in electioneering or acts that tend to show partiality (Art. 9, Sec. 2.4).Elected National OfficersThe UAP National Officers who are elected by the Electoral College are: National President,National Executive Vice President for Planning and Development, Four(4) National VicePresidents for Operations representing: Area A (North of Luzon to Quezon City), Area B (FromCity of Manila, part of Metro Manila to South Luzon, Bicol Region, and Palawan), Area C(Visayas Regions), and Area D (Mindanao Regions); Secretary General, National Treasurer,National Auditor and 17 District Directors representing the 17 Regional Districts of the UAP.(Art. 6, Sec.1.1; Art. V, Sec. 2.1, 2.2).Election Manual UAP Election Manual: Election Rules of Procedures Page - 11 -
  • This pertains to the UAP Election Manual: Rules of Procedure based on the Amended By-Lawsof the United Architects of the Philippines as of October 20, 2006, specifically as indicatedunder Article IX, Sections 1, 2, 3, 4, 5, 7, 8, 9, 10, 11, 12, 13, and other sections in theAmended By-laws herein indicated.Electoral College.The UAP Electoral College is the body of qualified electors (refer to Rule on Electoral College)who formally elect the national officers of the United Architects of the Philippines.Good Standing Member.To be in good standing for the current fiscal year and be able to register in NationalConventions and Conferences, a member should have paid the individual annual dues on orbefore September 30 of the current fiscal year, and is not under suspension from the practiceof architecture from the PRC-BOA or from membership privileges of the UAP (Art. 4, Sec. 4.1).Good Standing Chapter.To be in good standing, a Chapter must have at least thirty (30) members in good standing asof September of the fiscal year. A Chapter in good standing shall be given the right to votethrough a representation in the Electoral College of one (1) vote per five (5) members in goodstanding except otherwise defined somewhere in these By-laws (Art. 4, Sec. 4.2).Information brochureThe information brochure is a brochure or information sheet prepared and distributed byCOMELEC to UAP members. It is intended to provide sufficient information about eachcandidate to permit voters to make an educated choice. For each candidate it identifies theoffice sought and contains a photograph, a biography and a personal statement provided bythe candidate. Specific requirements concerning the biography and statement appearelsewhere in this Manual.National Board of Directors.The UAP National Board of Directors is the governing body of the United Architects of thePhilippines (Art. 5, Sec. 1) duly composed of nine (9) National Executive Officers elected by themembers of the Electoral College (Art. 6, Sec. 1.1) and seventeen (17) District Directors (Art. 5,Sec. 2.1, 2.2) elected through a consensus by their respective districts (Art. 9, Sec. 3.1.2-b)Provisional Chapters.According to Article 3, Section 6 of the UAP By-Laws, provisional UAP Chapters shall be suchorganizations which generally subscribe to the purposes and objectives of the UAP, situated invery remote places of the country, where there are at least seven (7) Regular Members but lessthan thirty (30), which is the required minimum for a regular Chapter. UAP Election Manual: Election Rules of Procedures Page - 12 -
  • Polling Place.The polling place shall be designated by COMELEC (Art. 9, Sec. 8.3), however, should bedesignated within the premise where the UAP National Convention is held (Art. 9, Sec. 1).Processing Fee.A protest processing fee of not less than two thousand pesos (P 2,000), which is non-refundable shall be filed by an unsuccessful candidate together with the protest to theCOMELEC (Art. 9, Sec. 11.2).Protest.A protest is a formal declaration of disapproval or objection issued by an unsuccessfulcandidate to the conduct or results of the election accompanied by specific allegations that ifproven true would have a probable impact on the outcome of the UAP national election.Resolution of Ties.When two (2) or more candidates garnered the same number of votes for any position, theCOMELEC after officially recording this fact, shall break the tie by drawing of lots (Art. 9, Sec.9.4).Quorum.A quorum is a gathering of the minimal number of members of the Commission on Electionsand or of the Committee on Nominations to conduct their respective business. For both theCommission on Elections and Committee on Nominations, nine (9) members shall constitute aquorum.UAP National Elections.This pertains to the democratic process by which the general membership through the ElectoralCollege (Art. 9, Sec 4.1) cast their votes under the provisions of the UAP By-laws.Every year, UAP holds its national election (Art. 9, Sec.1) in which the new leaders (Art. 6, Sec.1.1; Art. 5, Sec. 2) of the organization are chosen by an Electoral College. Candidates go onsorties and campaign, offering their platforms and programs so that the general membershipwould give them the mandate to serve as national leaders of the organization.Term of Office of Committee on Nominations and Commission on ElectionsThis is the period during which the Members of the Commission on Elections and Committeeon Nominations shall serve their respective offices.The Committee on Nominations shall immediately exercise its functions upon receipt andacceptance of its appointment which shall not be later than 120 days prior to the UAP AnnualConvention (Art. 9, Sec. 3.1.3-a) and shall automatically be dissolved after its submission of theofficial list of qualified candidates to the Secretary-General and the COMELEC for disseminationto the UAP membership (Art. 9, Sec. 3.1.3-b). UAP Election Manual: Election Rules of Procedures Page - 13 -
  • The members of the Commission on Elections shall serve for the period beginning from 120 daysprior to the date of National Election or Convention and shall end on the 30th of June (end of thefiscal year (Art. 9, Sec. 2.3).Term of Office of National OfficersThe Members of the National Board shall serve for one (1) fiscal year starting on July 1st up toJune 30th of the following year, or until their successors shall have been duly elected andqualified. An Officer of the National Board shall serve for a term of one (1) year and may be re-elected for another term, but in no case shall one serve for more than two (2) consecutiveterms in the same office. (Art. 5, Sec. 3) An Officer may serve for not more than three (3)consecutive terms, provided, that this provision shall not apply for the three electionsspecifically from fiscal years 2004-2005, 2005-2006 and 2006-2007. (Art.5, Sec 3 as amendedlast October 20, 2005 and approved by the SEC on January 15, 2005). UAP Election Manual: Election Rules of Procedures Page - 14 -
  • Rule 4: UAP National Election TimelineThe UAP National Election Timeline is the presentation of a chronological sequence ofnominations and elections events along a drawn line that enables the general membership tounderstand the schedules as indicated in the UAP By-laws.Legend on the Election Timeline:1. For Letter A – 120 days before the UAP Annual Election a. Appointment and Confirmation of Members of the COMELEC. The COMELEC is composed of representatives from each District appointed by the National President and confirmed by the National Board at least 120 days prior to the National Election (Art. 9, Sec. 2.1.1) b. Commencement of the Term of Office of the COMELEC. The members of the COMELEC shall serve for the period beginning from 120 days prior to the date of National Election or Convention and shall end on the 30th of June (end of the fiscal year)- (Art. 9, Sec. 2.3) c. Appointment and Confirmation of the Members of the Committee on Nominations. The Committee on Nominations is composed of the Chairman who is the incumbent Chancellor of COF, and one Member from each District, (except the incumbent District Directors); which shall be officially constituted by the incumbent National Board at least 120 days prior to the UAP Annual Meeting and national elections (Art. 9, Sec. 3). d. Term of Office of the Members of the Committee on Nominations. The Committee on Nominations shall immediately exercise its functions upon receipt and acceptance of its appointment which shall not be later than 120 days prior to the UAP Annual Convention (Art. 9, Sec. 3.1.3). UAP Election Manual: Election Rules of Procedures Page - 15 -
  • 2. For Letter B – 45 days before the UAP Annual Election a. Submission of Nomination to the Committee on Nomination. Subject to the provisions of the By-laws, any qualified member in good standing of UAP may be proposed in writing by at least thirty (30) members in good standing who shall submit the nomination together with his bio-data to the Committee on Nominations, which has full power to accept or reject such proposal. Such proposal must be received forty-five (45) days prior to the Annual National Elections (Art. 9, Sec. 3.2.2)3. For Letter C – 30 days before the UAP Annual Election a. The Committee on Nominations to conduct a consensus. The COMELEC is tasked to conduct a consensus in every district through its District Representatives, at least thirty (30) days before the elections to arrive at a common candidate from among the regular members in each District (Art.9, Sec. 3.1.2-b).4. For Letter D – 15 days before the UAP Annual Election a. Notices of UAP Annual Meeting. Notices of Annual Meetings and National Conventions shall be sent by the Secretary General to all the members through Chapters and their addresses appearing in the records of UAP, by mail or by personal delivery at least fifteen (15) days before the scheduled date of the meeting.5. For Letter E – 25 days and not later than 15 days before the UAP Annual Election a. Submission of all the members of the Electoral College to the COMELEC. Not earlier than twenty-five (25) days and not later than fifteen days (15) prior to the elections, the Chapter Secretaries shall submit to the COMELEC a list of the names of all the members of the Electoral College, including their alternates. The list shall then remain closed and shall not be altered except upon direction of the COMELEC. However, it shall be open for inspection by all members, and, upon request, copies thereof shall be furnished to any member upon payment of actual cost of printing.6. For Letter F – UAP Annual Conventions (and Annual Election) a. Election Day. The Annual Election shall be scheduled as one of the functions in the UAP Annual Convention within the month of April of each year (Art. 9, Sec. 1). Activities during the election day include: voting, canvassing, certification of results and other related activities.7. For Letter G – 24 hours after the UAP Annual Election a. Period of Filing Election Protest8. For Letter H – End of the Fiscal Year (June 30) a. Submission of Final Report/Decision in case of Protest. COMELEC shall forward their Final Report/Decision in case of Protest to the incumbent National Board which shall not be later than June 30 of the current fiscal year (Art. 9, Sec. 11.3). UAP Election Manual: Election Rules of Procedures Page - 16 -
  • 9. For Letter I – Period of the Induction of the Newly-Inducted National Officers a. The induction of the newly elected officers shall be done on or before July 1 during the turn over ceremony. The Induction of the newly elected officers shall be under the auspices of the incumbent National Board (Art. 9, Sec. 13). UAP Election Manual: Election Rules of Procedures Page - 17 -
  • Rule 5: Rules on ConductSince the UAP annual election is the most honorable manner of consulting the generalmembership, a proper decorum - an attribute which pertains to rules of behavior- decency andgood order shall be maintained by all members of the Committee on Nominations and theCommission of Election and in no way shall be involved in electioneering or acts that tend toshow partiality (Art. 9, Sec. 2.4). UAP Election Manual: Election Rules of Procedures Page - 18 -
  • Rule 6: Qualifications for National Officers and District Directors1. Elected PositionsThe National Officers of UAP who are elected by the members of the Electoral College to theirspecific positions are: National President, National Executive Vice-President, Area Vice-President for Area A, Area Vice-President for Area B, Area Vice-President for Area C, AreaVice-President for Area D, Secretary-General, National Treasurer and the National Auditor(Article 6, Section 1). Election of District Directors shall be in accordance with UAP By-laws,Article 9, Section 3.1.2, that a Committee on Nominations shall conduct a consensus in everydistrict through its District Representatives, at least thirty (30) days before the elections toarrive at a common candidate from among the regular members in each District.2. Qualifications for National OfficersAccording to Article 5, Section 3.1 (3.1.2, 3.1.3, 3.1.4, 3.1.5, 3.1.6, 3.1.7, 3.1.8, 3.1.9), acandidate for National Office shall satisfy all the following requirements: 1. Must be a regular member in good standing of the UAP from a regular chapter in good standing; 2. Must have ten (10) years of active practice and active membership prior to nominations; 3. Must have been endorsed by the National Committee on Nominations; 4. Must have been an officer of a UAP Chapter or must have served as a member of the UAP National Board; 5. Must have demonstrated his dedication to the profession in general and to the UAP in particular; 6. Must possess managerial capability, varied training and expertise necessary to accomplish the requirements of the position; (a) For the position of National President a candidate must have served as (Vice President, Secretary General, National Treasurer or National Auditor) member of the Executive Committee; (b) For the position of Vice President, a candidate must have served as Secretary General or National Treasurer; (c) For the position of Secretary General, National Treasurer or National Auditor, a candidate must have served as a regional district director, as Chapter president and a Fellow or as an executive director and a Chapter president. 7. Must possess good moral character and must have adhered to the Architects National Code: Code of Ethical Conduct and Standards of Professional Practice. UAP Election Manual: Election Rules of Procedures Page - 19 -
  • 3. Qualifications for District DirectorsAccording to Article 5, Section 3.2 (including 3.2.1, 3.2.2, 3.2.3, 3.2.4, 3.2.5), a candidate forDistrict Directors shall satisfy all the following requirements: 1. Regular membership in continuous good standing in a regular chapter for at least five (5) years prior to nomination; 2. At least five consecutive years of practice of the profession prior to the nomination; 3. Service of at least three (3) years as an officer of a UAP Chapter in good standing and a Chapter President or a Fellow; 4. Good moral character and adherence to the Architects National Code: Code of Ethical Conduct and Standards of Professional Practice; and 5. Endorsement by the National Committee on Nominations.Election of District Directors shall be in accordance with UAP By-laws, Article 9, Section 3.1.2,that a Committee on Nominations shall conduct a consensus in every district through its DistrictRepresentatives, at least thirty (30) days before the elections to arrive at a common candidatefrom among the regular members in each District.4. Exemptions on Qualifications for both the National Officers and District DirectorsAccording to Article 14, Section 1, during the first three (3) elections under the UAP By-laws, oruntil the amendment of the provisions of the UAP By-laws on the qualifications of candidatesshall have been amended, all bonafide members of the United Architects of the Philippines asthe Integrated and Accredited Professional Organization of Architects (UAP-IAPOA) shall havebeen qualified and the residency and service requirements for candidates for chapter ornational positions shall be deemed suspended. Further, if after three (3) years the provisionson qualifications for candidate for Chapter or National Positions have not been amended; thesame shall be deemed suspended.Specifically, according to Article 5, Section 4, “…an Officer may serve for not more than three(3) consecutive terms, provided, that this provision shall not apply for the three electionsspecifically from fiscal years 2004-2005, 2005-2006 and 2006-2007.”5. Terms of OfficeThe Members of the National Board shall serve for one (1) fiscal year starting on July 1st up toJune 30th of the following year, or until their successors shall have been duly elected andqualified. An Officer of the National Board shall serve for a term of one (1) year and may be re-elected for another term, but in no case shall one serve for more than two (2) consecutiveterms in the same office. An Officer may serve for not more than three (3) consecutive terms,provided, that this provision shall not apply for the three elections specifically from fiscal years2004-2005, 2005-2006 and 2006-2007 (Article 5, Section 4) UAP Election Manual: Election Rules of Procedures Page - 20 -
  • 6. VacancyExcept in those cases where a vacancy is filled up in accordance with other provisions of theUAP By-laws, any vacancy among the Officers and Directors shall be filled by the remainingMembers of the National Board if still constitute a quorum. The rule of succession shall beapplicable (Article 11, Section 1). UAP Election Manual: Election Rules of Procedures Page - 21 -
  • Rule 7: Committee on Nominations1. IntroductionPrior to the call for nominations, a Committee on Nominations (ComNom) is formed to overseethe UAP nomination process and responsible to seek out and make sure that all candidates forUAP National Office shall conform to the qualifications of candidates set forth in the UAP By-Laws and to officially certify a properly selected slate of Candidates to be placed in nominationbefore the Commission on Elections.Since the UAP By-laws are silent on the qualifications of the members of the Committee onNominations, it is fairly appropriate that all members of the Committee should be in goodstanding and should come from a chapter in good standing prior to their appointment andconfirmation.All incumbent national officers and district directors are disqualified to become members of theCommittee on Nominations.2. CompositionThe Committee on Nominations is composed of the Chairman who is the incumbent Chancellorof the College of Fellows (COF), and one Member from each District, (except the incumbentDistrict Directors); which shall be officially constituted by the incumbent National Board ofDirectors at least 120 days prior to the UAP Annual Meeting and national elections (Art. 9, Sec.3.1.1).3. Duties and FunctionsThe functions of the Committee on Nominations are as follows: (Art. 9, Sec. 3.1.2-a,b,c) a. Ensure that all candidates meet the qualifications set forth in these By-laws and officially nominate them accordingly. b. Conduct a consensus in every district through its District Representatives, at least thirty (30) days before the elections to arrive at a common candidate from among the regular members in each District; c. Submit to the COMELEC the names of all qualified candidates who are willing to serve, in case of failure to arrive at a common candidate.4. Duties of the Committee ChairmanIn the performance of its administrative functions as head of the Committee on Nominations,the Chairman of the Committee shall: a. Issue calls for the meetings of the Committee; b. Preside over the meetings of the Committee; UAP Election Manual: Election Rules of Procedures Page - 22 -
  • c. Designate any of the Members of the Committee to preside over sessions of the Committees, en banc, in the event of his absence, disqualification or inhibition; d. Preserve order and decorum during the meeting; e. Enforce orders, resolutions, and decisions of the Committee; f. Exercise such other duties and functions as he/she may deem proper upon consultation with the Members of the Committees or with the National Board of Directors of the UAP.5. Terms of OfficeThe Committee on Nominations shall immediately exercise its functions upon receipt andacceptance of its appointment which shall not be later than 120 days prior to the UAP NationalConvention. It shall automatically be dissolved after its submission of the official list of qualifiedcandidates to the Secretary-General and the COMELEC for dissemination to the UAPmembership (Art. 9, Sec. 3.1.3- a, b).6. Rules and Regulations Governing NominationsThe following pertains to the Rules and Regulations governing nominations under Article 9,Sec. 3.2 of the UAP By-laws. a. Call for Nominations (Annex 1)The Committee on Nominations shall select from the official roster of UAP membership thosewho are qualified to become candidates for the elective positions in accordance with the UAPBy-laws, after which (Art. 9, Sec. 3.2.1), the Committee shall: 1. Notify in writing each of them regarding their qualifications (Art. 9, Sec. 3.2.1); 2. Request from them signed written advice of their willingness to be included in the official list of candidates (Art. 9, Sec. 3.2.1). 3. Prepare a nomination notice that specifies the process for submitting nominations, the offices to be filled and the job description/duties for each office. The nomination notice should also include the term of office, instructions for making a nomination and eligibility requirements for candidates and nominators as well as deadlines for nominations. 4. Include the Notice of the timelines for the national election 5. Include a Nomination Form which will contain at least the following information: i. year of the election, starting date of the term of office, and ending date or length of term; ii. a space in which to indicate the office being sought, or identification of the office if only one is open for this election; UAP Election Manual: Election Rules of Procedures Page - 23 -
  • iii. a space for the candidates name; iv. statement that the candidate accepts the nomination and space for the candidates signature affirming this statement; v. spaces for the appropriate number of signatures (at least 30 lines) required for support of candidacy, and a statement that all signers must be in good standing during the current fiscal year; vi. summary instructions for filling out and submitting the nomination form b. Nomination by Members (Annex 2)Any qualified member in good standing of UAP may be proposed in writing by at least thirty(30) members in good standing who shall submit the nomination together with his bio-data tothe Committee on Nominations, which has full power to accept or reject such proposal. Suchproposal must be received forty-five (45) days prior to the Annual National Elections (Art. 9,Sec. 3.2.2). c. Documents to be submitted by the NominatorThe following documents should be submitted by the Nominator to the Committee onNominations at least forty-five (45) days prior to the Annual National Elections: 1. Nomination Form (provided by the Committee on Nominations) - refer to Annex 1 2. Curriculum Vitae with the following required information ( to be provided by Candidates) a. Complete Name of Nominees b. Address c. Contact Numbers d. PRC Number e. UAP Number f. IAPOA Number g. Taxpayer’s Identification Number h. Educational Background i. Summary of Experience, Activities, Associations and Affiliations, Achievements and Awards received. 3. Endorsement letter by at least thirty (30) UAP members in good standing-refer to Annex 1These documents should be forwarded to the Committee on Nominations or its assignedpersonnel at the UAP National Headquarters No. 53 Scout Rallos Street Diliman, Quezon City.Upon receipt of nomination materials, the Committee on Nominations will immediately completeand return to the nominator the Nomination Acknowledgement Form.The Committee shall keep an accurate record of all nominations and documents submitted. UAP Election Manual: Election Rules of Procedures Page - 24 -
  • d. Nomination CloseThe nomination period closes at exactly 6:00 pm on the 45th day prior to the UAP AnnualElections. If the close of nominations would occur on a weekend, the nomination period isextended until the first following business day of the United Architects of the Philippines e. Nomination VerificationThe Committee on Nomination shall evaluate the Nomination Forms including the attacheddocuments submitted by the Nominators. Evaluation includes: 1. Verification if the nominee is: a. A member in Good Standing for the current fiscal year. b. A of a Chapter in Good Standing for the current fiscal year. c. Endorsed by at least thirty (30) members in good standing 2. Verification of the completeness of the documents submitted and the date of which such documents were received by the Committee.A Good Standing Report which pertains to the above requirements shall be certified by theNational Treasurer (Annex 3)The Committee has the power to disqualify any nominee if he/she doesn’t meet thequalifications and requirements set forth in the UAP By-laws and in this Manual. However, theCommittee will notify the nominator regarding the reason/s of disqualification, but no petitionshall be entertained by the Committee. f. Consensus in Every DistrictThe Committee thru its district representative shall conduct a consensus in every district, atleast thirty (30) days before the elections to arrive at common candidate from among theregular members in each District. (Art. 9, Sec. 3.1.2-b). g. Preparation of Committee ReportThe Committee shall prepare a Summary Report which includes the Official List of QualifiedCandidates (Annex 4, Annex 5). This report shall be forwarded to the Secretary-General andthe COMELEC for dissemination to the UAP membership (Art. 9, Sec.3.1.3-b).However, the Committee shall submit to the Committee the names of all qualified candidateswho are willing to serve, in case of failure to arrive at a common candidate (Art. 9, Sec.3.1.3-c).If there is only one candidate for an office, that candidate may be declared elected byacclamation. However, it is the policy of the UAP that the candidate shall undergo the processof election and their name and information be included in all election materials if applicable,and their votes, if any, shall be properly counted. UAP Election Manual: Election Rules of Procedures Page - 25 -
  • The Summary Report which includes the Official List of Qualified Candidates should include thefollowing: 1. Nomination Forms (Certificate of Candidacy) of Nominees– (Art. 9, Sec. 3.2.2) 2. Curriculum Vitae of Nominees (Art. 9, Sec. 3.2.2) 3. Proposal by at least thirty (30) members in good standing (Art. 9, Sec. 3.2.2) 4. A Resolution of the Committee on Nominations on the List of Qualified Candidates duly signed the Chairman and by at least nine (9) members of the Committee (Annex 4 and Annex 5) UAP Election Manual: Election Rules of Procedures Page - 26 -
  • Rule 8: Commission on Elections1. IntroductionThe Commission on Elections (COMELEC) who shall be appointed by the National Presidentand confirmed by the National Board of Directors at least 120 days prior to the nationalelections shall be an independent body which will take charge of all matters concerning UAPelections and shall direct, supervise and control the overall conduct of the elections, enforcerules and regulations, directives, orders and instructions in all matters relating to the functionsin accordance with the By-laws and this Election Manual.2. CompositionThe Commission on Elections is composed of representatives from each District appointed bythe National President and confirmed by the National Board at least 120 days prior to theNational Election (Art. 9, Sec. 2.1.2).The following are disqualified to serve as members of the COMELEC: a. Incumbent officers and members of the National Board (Art. 9, Sec. 2.1.3); b. Incumbent officers and members of the Chapter Board (Art. 9, Sec. 2.1.3); c. All candidates for office, their campaign managers, and anyone openly campaigning for any candidate;3. Duties and FunctionsThe functions of the Commission on Elections are as follows: a. Act as an independent body and shall take charge of all matters concerning elections (Art. 9, Sec. 2.2.1); b. Direct, supervise and control the overall conduct of the elections, enforce rules and regulations, directives, orders and instructions (Art. 9, Sec. 2.2.2); c. Deputize any member of UAP in good standing to act as its agent in the enforcement and implementation of the provisions of these By-laws (Art. 9, Sec. 2.2.3); d. Constitute Committees under its general administration and supervision of election procedures as follows (Art. 9, Sec. 2.2.4);4. Duties of the Commission ChairmanThe powers and duties of the Chairman of the Commission when discharging his/her functionsin all administrative actions or proceedings before the Commission are as follows: i. To issue calls for the meetings of the Commission; UAP Election Manual: Election Rules of Procedures Page - 27 -
  • ii. To preside over the meetings of the Commission; iii. To designate any of the Members of the Commission to preside over meetings of the Commissions en banc in the event of his/her absence, disqualification or inhibition; iv. To preserve order and decorum during the meetings; v. To decide all questions of order, subject to appeal to the Commission en banc; vi. To enforce orders, resolutions, and decisions of the Commission and its Standing Committees; vii. To exercise such other duties and powers as are vested upon him by UAP By-laws or by specific provisions of this Manual.5. Term of OfficeThe Members of the Commission shall serve for the period beginning from 120 days prior tothe date of National Election or Convention and shall end on the 30 th of June (end of the fiscalyear) (Art. 9, Sec. 2.3);6. Rights and Powers of the CommissionSince the Commission acts as an independent body that is in charge of all matters concerningthe UAP elections (Art. 9, Sec. 2.2.1), the Commission has inherent rights and powers such as: a. To execute and interpret this Manual and preserve the integrity of the election; b. To enact any special rules governing the election process, however, should not conflict with the UAP By-laws, or this Manual; c. To disqualify any member of the Electoral College (Art. 9, Sec. 2.2.4-a); d. To canvass, count and tally the votes (Art. 9, Sec. 2.2.4-b); e. To validate or invalidate any ballot cast in the election (Art. 9, Sec. 2.2.4-b); f. To prepare the official record of the elections (Art. 9, Sec. 2.2.4-b); g. To set-up systems and procedures achieving the objectives of the Electoral College (Art. 9, Sec. 4.7); h. To impose disciplinary actions against erring candidate/s (Art. 9, Sec. 4.7); i. To direct the opening of the list of all the members of the Electoral College, including their alternates (Art. 9, Sec. 8.1); j. To prescribe the voting hours of the UAP National Elections (Art. 9, Sec. 8.5.1) UAP Election Manual: Election Rules of Procedures Page - 28 -
  • Note: The power to designate the place, time and date of election is a power vested upon the UAP National Board (Art. 9, Sec. 8.4.1); k. To permit a candidate or his representative to personally witness the reading of the ballots within the canvassing area (Art. 9, Sec. 9.2); l. To break the tie by drawing lots when two (2) or more candidates garnered the same number of votes for any position (Art. 9, Sec. 9.4); m. To certify the results of the elections (Art. 9, Sec. 9.5); n. To proclaim the winners in the elections (Art. 9, Sec. 10); o. To hear, investigate and decide on all cases pertaining to election matters, such as protest (Art. 9, Sec. 11.3), and petitions;7. Meetings of the CommissionThe Commission or its Standing Committees shall hold meetings on such days and time as itmay call by the Commission Chairman or Committees Chairs, or at such other places in theMetro Manila as it may designate.8. Standing CommitteesThe following shall be the standing Committees of the Commission on Elections (Art. 9, Sec.2.2.4-a,b): a. Committee on Accreditation – which shall compose of two members a Chairperson who must have be a member of the UAP College of Fellows. The Committee shall take charge of the accreditation of Members of the Electoral College; and have the power to disqualify any Member of the Electoral College in accordance with the provisions the UAP By-laws. (Art. 9, Sec. 2.2.4-a); b. Committee on Canvassing – which compose of two Members and a Chairperson who must have be a member of the College of Fellows shall take charge of the canvassing, counting and tallying of votes in the National Elections. The Committee has the authority to validate or invalidate any vote ballot cast in the election and take charge of preparing the official record of the elections to be submitted to the Secretary General (Art. 9, Sec. 2.2.4-b) c. Other Committees - The Commission may create special committees that it deems necessary to effectively and efficiently carry out its responsibilities such as but not limited to committees pertaining to review and evaluation, campaign materials, public information, documentations, and others.9. Restrictions of the CommissionUnder no circumstances may the Commission on Elections or its Members perform any of thefollowing acts or omissions: UAP Election Manual: Election Rules of Procedures Page - 29 -
  • a. Involve in electioneering or acts that tend to show partiality (Art. 9, Sec. 2.4); b. Exercise any adjudicative or rule-making power beyond those specifically granted in the UAP By-laws and this Manual; c. Fail to elect Chairpersons on Committee on Accreditation and Committee on Canvassing who are members of the College of Fellows (Art. 9, Sec. 2.1.2). d. Remove any candidate’s name from the ballot once placed there; e. Halt the count of all ballots f. Fail to provide or make available to candidates and others any of the forms required to be distributed by this Manual, such as accreditation slips forms, etc; g. Hold and conduct a business meeting without the required quorum; h. Be appointed to any UAP national office position aside from being Member of the Commission on Elections; i. Fail to list a candidate on the ballot if said candidate has filed his/her completed declaration forms by the deadline; j. Fail to verify the electors in the master list of the members of the Electoral College; k. Allow non-member of the Electoral College inside the polling place; l. Fail to void the ballots with identifying marks; m. Fail to tally the number of Ballots issued to the Electoral college; n. Fail to certify the election results o. Fail to submit the official record of the election results in the secretariat;10. VacancyShould a vacancy occur in COMELEC, the National Board shall immediately appoint areplacement (Art. 9, Sec. 2.5).11. Means to Adopt and Effect Resolutions, Circulars and MemorandaAll auxiliaries, processes and other means necessary to carry into effect its duties andresponsibilities may be employed by the Commission; and if the procedure to be followed in theexercise of such duties and responsibilities is not specifically provided for by this Manual, anysuitable process or proceeding may be adopted through the issuance of a Resolution, Circularand or Memoranda by the Commission. UAP Election Manual: Election Rules of Procedures Page - 30 -
  • Rule 9: Electoral College1. Definition of Electoral CollegeThe UAP Electoral College is the body of qualified electors who formally elect the nationalofficers of the United Architects of the Philippines.2. How the Electoral College Works?The Electoral College works according to the following rules: 1. Rule No. 1 - Every Chapter in Good Standing shall be entitled to one (1) member of the Electoral College for every five (5) Regular Members in good standing. (Art. 9, Sec. 4.1) 2. Rule No. 2 – Provisional Chapters or New Chapters are entitled to membership in the Electoral College in accordance with membership in Rule 1 (Art. 9, Sec. 4.3). 3. On Rule No. 1 and Rule No. 2, membership to the Electoral College shall be elected by the general membership of the Chapter during their Annual Membership Meeting (Art. 9, Sec. 4.1). 4. Further, the Chapter shall also elect an equal number of alternate members who shall exercise the power of the regular members to the Electoral College in case of their absence during the election. 5. Rule No. 3 - All incumbent Chapters presidents in good standing of both regular and provisional chapters; and all incumbent Members of the National Board of Directors shall also be members of the Electoral College, provided that they personally cast their votes (Art. 9, Sec. 4.5 and 4.6). 6. Electors representing the incumbent Chapter Presidents and incumbent members of the National Board are not anymore elected because they shall personally cast their votes.3. Discussion on Rules on Electoral College I. The General Rule. 1. Accordingly, every Chapter in Good Standing shall be entitled to one (1) member of the Electoral College for every five (5) Regular Members in good standing. The Members thereof shall be elected by the general membership of the Chapter during their Annual Membership meeting. The Chapter shall also elect an equal number of alternate members who shall exercise the power of the regular members in case of their absence (Art. 9, Sec. 4.1; Art. 4, Sec. 4.2). 2. Note that according to Art. 4, Sec. 4.2, to be in good standing, a Chapter must have at least thirty (30) members in good standing as of September of the fiscal year. 3. In order that a chapter member must be in good standing, a member should have paid his/her annual dues on or before September 30 of the current fiscal year (Art. 4, Sec. 4.1) UAP Election Manual: Election Rules of Procedures Page - 31 -
  • 4. To summarize the above general rule, in order to be part of the Electoral College, the chapter must comply with the sole standard requirement: The Chapter must have least thirty members in Good Standing as of September 30 of the fiscal year. 5. Example: The Computation shall be: One (1) member of the Electoral College for every five (5) regular members in good standing. Take a look at this table: Chapter Total Members in Required Total Member/s of the Good Standing Divisor Electoral College Chapter A 30 5 6 Chapter B 25 5 None Chapter C 44 5 8.8 = 8 only Chapter D 120 5 20 For Chapter A - Chapter A will be allotted 6 slots in the Electoral College since they have 30 members in good standing. (The rule says that a Chapter in Good Standing shall be entitled to one (1) member of the Electoral College for every five (5) Regular Members in good standing.) For Chapter B – Chapter B is disqualified to receive slots in the Electoral College sincechapters with less than thirty (30) Members in good standing shall not qualify to havemembership in the Electoral College (Art. 9, Sec. 4.2). For Chapter C – Chapter C will be allotted 8 slots in the Electoral College. Rounding off Numbers cannot be applied in the electoral rule since the UAP By-laws state that “a Chapter in Good Standing shall be entitled to one (1) member of the Electoral College for every five (5) Regular Members in good standing” For Chapter D – Chapter D will be allotted 20 slots only in the Electoral College since “A UAP Chapter should have a maximum of one hundred (100) members” (Article 3, Section 2.1.3). II. Exception to the General Rule: 1. According to the general rule, Chapters with less than thirty (30) Members in good standing shall not qualify to have membership in the Electoral College, except otherwise provided in the UAP By-laws. (Art. 9, Sec. 4.2). 2. This exception includes a provisional UAP chapter with at least seven (7) members in good standing (Art. 9, Sec. 4.3). Provisional Chapters with at least seven (7) Members in good standing are entitled membership in the Electoral College in accordance with membership provision as per Article. 9, Sec. 4.1. 3. What is a provisional chapters? According to Article 3, Section 6 of the UAP By-Laws, provisional UAP Chapters shall be such organizations which generally subscribe to the purposes and objectives of the UAP, situated in very remote places of the country, where there UAP Election Manual: Election Rules of Procedures Page - 32 -
  • are at least seven (7) Regular Members but less than thirty (30), which is the required minimum for a regular Chapter. Therefore, Rule No. 2 is an exception to the general rule (Rule No. 1).4. Further, according to Article 3, Section 2.1.3 of the UAP By-laws “…new chapters may be formed starting at twenty (20) and must build up its active members in three years to thirty (30) members.”.5. Are new chapters allowed to have slots in the Electoral College? Definitely yes, because a new chapter has the same characteristic with that of a provisional chapter since both of them do not meet the standard requirement with that of a regular chapter - having at least thirty (30) members in good standing.6. Take note Art. 3, Sec. 2.1.3 of the UAP By-laws states that “a regular UAP Chapter should have a minimum of thirty (30) members in good standing at any one time and a maximum of one hundred (100) members”.7. How can we determine if a chapter is a provisional chapter/new chapter or not? According to Article 3, Section 2.1.3, “new chapters may be formed starting at twenty (20) and must build up its active members in three years to thirty (30) members”.8. The benchmark for a new chapter to become a regular chapter is three years which is required to build up its active members to thirty (30) members.9. Therefore, any chapter formed or established within the three-year period, from the year of election backward, shall be considered as new or provisional chapter and entitled to a membership in the Electoral College in accordance with membership provision as per Article. 9, Sec. 4.1.10. Example:Take a look at this table: Chapter Date Chartered Members in Status Total Members in Good the Electoral Standing College Chapter A Jan. 6, 2004 15 Provisional 3 Chapter B Aug. 8, 2005 9 New 1.8=1 only Chapter C Sep. 17, 2002 7 Regular noneIf the election will be held on April 15, 2006, then the benchmark period is from April 15, 2003to April 15, 2006. Any chapter formed and chartered within that period shall be considered asnew or provisional chapter. Hence,For Chapter A – Chapter A will be allotted 3 slots in the Electoral College since it waschartered within the 3-year benchmark period.For Chapter B – Chapter B will be allotted 2 slots in the Electoral College since it waschartered within the 3-year benchmark period. Again, Rounding off Numbers cannot beapplied in the electoral rule since the UAP By-laws state that “a Chapter in Good Standing UAP Election Manual: Election Rules of Procedures Page - 33 -
  • shall be entitled to one (1) member of the Electoral College for every five (5) RegularMembers in good standing”Both Chapters A and B are considered to be either new or provisional chapters.The computation for Electoral College for new or provisional chapters is based on Article 9,Section 4.3 which states that “Provisional Chapters with at least seven (7) Members in goodstanding are entitled membership in the Electoral College in accordance with membershipprovision in Article 9, Section 4.1”.Membership provision in Article 9, Section 4.1 states that “…be entitled to one (1) member ofthe Electoral College for every five (5) Regular Members in good standing…”.For Chapter C – Chapter C is not considered as new or provisional chapter since it waschartered beyond the 3-year benchmark period and therefore disqualified to receive slots inthe Electoral College since chapters with less than thirty (30) Members in good standing shallnot qualify to have membership in the Electoral College (Art. 9, Sec. 4.2).The Commission on Election shall require the Secretary General to submit the list of UAPChapters and their corresponding chartered date to help them determine the status of eachchapter. III. The Supplemental to the General Rule:1. The supplemental to the general rule is clearly defined under Article 9, Section. 4.5 of the UAP-By-laws which states that “…the incumbent Chapter Presidents in good standing and provisional chapters shall also be members of the Electoral College, provided that they personally cast their votes” and Article 9, Section 4.6 of the By-laws “The incumbent Members of the National Board shall also be members of the Electoral College, provided that they personally cast their votes”2. Therefore, Rule No. 3 stipulates that all incumbent Chapters presidents in good standing of both regular and provisional chapters; and all incumbent Members of the National Board of Directors shall also be members of the Electoral College, provided that they personally cast their votes.3. The right to vote of the incumbent chapter presidents and the incumbent members of the National Board of Directors cannot be delegated to anybody because they are obliged to personally cast their vote.b. Restriction on Members of the Electoral College1. Members of the Electoral College are not allowed to vote for whichever candidate they want since in the spirit and intent of an Electoral College, a Member of the Electoral College shall cast his vote as the reflection of the collective choice of the Chapter he represents (Art. 9, Sec. 4.4). Refer to Election Procedures UAP Election Manual: Election Rules of Procedures Page - 34 -
  • 2. Members of the Electoral College representing the incumbent Chapter Presidents and incumbent members of the National Board cannot delegate their right to vote to anybody. UAP Election Manual: Election Rules of Procedures Page - 35 -
  • Rule 10: Campaign Procedures1. PurposeThe purpose of the Campaign Procedures is to outline the rules that shall govern electioncampaigning and to provide the Commission on Election with guidelines for dealing withcampaign violations, complaints, sanctions, and appeals.It is expected that all candidates will conduct their campaigns in an honest and ethical manner,with particular considerations for the rights and privileges of fellow candidates.2. Definition of CampaigningCampaigning is defined as promoting one’s candidacy to the UAP general membership. Thisincludes but is not limited to speeches and campaigning. Additional campaigning activities willbe at the discretion of the COMELEC. Campaigning should highlight: a. Presentation of the personal qualifications and accomplishments of the candidates; b. Discussing a candidate’s stand on issues; and c. Discussing a candidate’s goals and objectives3. General Guidelines a. Rules are meant to ensure fairness, keep order, and preserve the integrity of the UAP election. In general, candidates should try to maintain the “spirit of the campaign” which is an atmosphere of friendly competition with others and respect for the election process. b. All candidates are responsible for their campaigns, which includes others whom they know are campaigning for them. It is the responsibility of all candidates to know the campaign rules and to ensure that their campaign helpers follow the rules. c. Campaigns may not violate any existing provisions of the UAP By-laws, COMELEC rules or policy or destructively interfere with: 1. The COMELEC’s job to run the election and preserve its integrity. 2. Other candidate’s campaigns. d. No candidate may begin campaigning before the time set by the Commission on Elections as the start of official campaigning. e. No campaign materials are allowed to be distributed or posted to any place within the UAP National Convention premises. f. Candidates and campaign helpers are not allowed to campaign in places of voting UAP Election Manual: Election Rules of Procedures Page - 36 -
  • 4. Candidate’s Campaign ManagersMany candidates choose to appoint a campaign manager to assist them in preparing for theircampaign. It is not a requirement of the COMELEC that each candidate has a campaignmanager; however, if one is appointed, he/she must be a member of the United Architects ofthe Philippines. Then, the following guidelines should be strictly followed by the Candidate’sCampaign Managers: a. A candidate may choose one campaign manager and one alternate campaign manager to handle his/her campaign. If so, the manager and alternate must register as such and should work with the Nominations and Elections Committee; b. All campaign managers must be UAP members; c. The COMELEC will be responsible for monitoring candidates and campaign managers and their activities; d. No campaign manager may work for more than one candidate.5. A Candidates Forum a. A Candidates Forum shall be conducted under the supervision of COMELEC which will be the official venue for the presentation of candidates and their platforms (Art.9, Sec.7).; b. The COMELEC Chairman shall present the Official Candidates, in alphabetical order, from lower to higher positions; c. Candidates for the office of the National President will present his or her statements for a maximum time of five (5) minutes, visual presentations, if any, shall be part of the maximum time allotted. d. Candidates for all other offices will present his or her statement for a maximum of three (3) minutes, visual presentations, if any, included. After all statements from the candidates are completed, the COMELEC Chairman is responsible for closing the Candidates Forum. UAP Election Manual: Election Rules of Procedures Page - 37 -
  • Rule 11: Election Procedures1. Definition of Election ProceduresElection Procedures are set of rules used by the Commission to effectively and efficientlyimplement its mandates under the By-laws of the United Architects of the Philippines and toensure fairness, keep order, and preserve the integrity of the UAP national election.2. Procedures Prior to Election Day a. Election of Committees ChairpersonsThe Members of COMELEC shall elect from among themselves their Chairpersons onAccreditation and Canvassing who must be a member of the College of Fellows (Art. 9, Sec.2.1.2). b. Acceptance of Reports from the Committee on NominationsReceipt of the Official List of Qualified Candidates from the Committee on Nominations (Art. 9,Sec. 3.1.3-b). c. Announcement of CandidatesThe COMELEC in coordination with the Office of the Secretary General shall disseminate theOfficial List of Qualified Candidates to the UAP General Membership (Art. 9, Sec. 3.1.3-b) (Annex7) d. Call for Submission of Campaign MaterialsThe COMELEC shall require the Qualified Candidates to submit their campaign paraphernaliaand election materials, such as but not limited to: 1. Video/Powerpoint Presentation – limited to 3 minutes 2. Biographical/Electoral Statement of not more than 250 words. 3. One (1) passport size photograph. All that is needed is a head and shoulders photo and should be in formal attire. A photograph in digital format is acceptable.Refer to Campaign Procedures for more details. e. Call for Submission of Members of the Electoral College and Choose to Common Candidates for National OfficeInform all UAP Chapters to submit the List of the Names of all the Members of the ElectoralCollege. 1. The Members thereof shall be elected by the general membership of the Chapter during their Annual Membership meeting. The Chapter shall also elect an equal number of UAP Election Manual: Election Rules of Procedures Page - 38 -
  • alternate members who shall exercise the power of the regular members in case of their absence (Art. 9, Sec. 4.1). 2. Not earlier than twenty-five (25) days and not later than fifteen days (15) prior to the elections, the Chapter Secretaries shall submit to the COMELEC a list of the names of all the members of the Electoral College, including their alternates. (Art. 9, Sec. 8.1). (Annex 8) 3. Since the power to elect shall be exercised by the general membership (Art. 9, Sec. 8.2), then Chapter members should choose their common candidates for National Office during their Annual Membership Meeting, through secret balloting, based on the List of Official Candidates approved by the Commission on Election. 4. A Chapter Board Resolution must be prepared indicating the List of the Names of all Members to the Electoral College, including their selected common candidates for National Office. 5. The said Chapter Resolution must be officially signed by the incumbent Chapter President and duly attested by the Chapter Secretary (Annex 9) f. Acceptance of the List of the Names of all the Members of the Electoral CollegeThe COMELEC will receive the Chapter Board Resolution with the List of the Names of all theMembers of the Electoral College including their alternates from UAP Chapters including theircommon candidates for National Office not earlier than twenty-five (25) days and not later thanfifteen days (15) prior to the elections.The list shall then remain closed and shall not be altered except upon direction of the COMELEC.(Art. 9, Sec. 8.1). g. Election Regulations for CandidatesThe COMELEC shall inform the all the qualified candidates of the following: That all qualified candidates: 1. Will be provided with copies of all election rules and regulations, including this Manual; 2. Will have the opportunity to meet with the COMELEC, in attendance with all other candidates, to review the rules and regulations and to ask questions of the COMELEC; 3. Are entitled to be included in the campaign materials prepared and distributed by COMELEC; 4. Are obliged to attend the Orientation Meeting with all candidates duly called by the COMELEC. All qualified candidates will be expected to attend the meeting in order to have all regulations explained to them and have the opportunity to ask questions of the Election Committee. No meetings with separate candidates will be held by the COMELEC in order to insure that all candidates receive the same information and UAP Election Manual: Election Rules of Procedures Page - 39 -
  • have the opportunity to hear answers to all questions. Copies of regulations will be mailed to candidates who do not attend the Orientation meeting. h. Campaign PeriodNo candidate may begin campaigning before the time set by the Commission on Elections asthe start of official campaigning. Refer to Rule 10 for specific provisions regardingCampaigning. i. Holding of a Candidates ForumA Candidates Forum is the official venue determined, conducted and supervised by theCOMELEC (Art. 9, Sec. 7).Traditionally, A Candidates Forum is held a day before the UAP National Election or during theAnnual Convention.A Candidates Forum must be scrupulously non-partisan. j. Preparation of Election Forms and MaterialsThe COMELEC shall prepare the following election forms and materials such as but not limitedto:Election Pamphlets. The COMELEC shall prepare all election materials and paraphernalia ofthe candidates in a standard format as determined by the COMELEC (Annex 10)No candidate shall be allowed to distribute campaign materials unless permitted by theCOMELEC. (Art. 9, Sec. 5.1).Election Forms. These pertain to all COMELEC Official forms which include the following:Certificate of Candidacy, Ballots. Accreditation Slips, Tally Sheets, and other relateddocuments. 1. Ballots. The Ballot Forms should contain only the following: (Annex 11) i. Title(s) of the office(s) for which the election is being held; ii. Summary instructions for completing and returning the ballot; iii. Control Numerical Reference If the back of the ballot form is not needed for any information, it should remain blank. k. Determination of the Electoral CollegeThe COMELEC shall determine the Members of the Electoral College in accordance with therules and guidelines stipulated in this Manual. Further, the COMELEC shall inform the general UAP Election Manual: Election Rules of Procedures Page - 40 -
  • membership on the Total Members of the Electoral College before the conduct of the UAPNational Election. l. Designation of Place, Time and Date of ElectionThe place, time and date shall be designated by the National Board of Directors through theCOMELEC which shall be announced by the COMELEC at the starting date of the UAPNational Convention (Art. 9, Sec. 8.4.1).2. Procedures During the Election Day a. Designation of Place, Time and Date of ElectionThe polling place shall be designated by COMELEC (Art. 9, Sec. 8.3.1);The size, arrangement and contents shall conform to the standard requirements as theCOMELEC may see fit; (Art. 9, Sec. 8.3.2); andIt shall be arranged so that booths, tables, ballot boxes and the whole polling place shall be in fullview of the COMELEC, deputies, voters, and other persons within the polling place (Art. 9, Sec.8.3.3) b. BallotingVoting hours shall be prescribed by the COMELEC at the Convention which shall be postedconspicuously, announced at every opportunity during the Convention and printed as part of theConvention Program (Art. 9, Sec. 8.5.1);All elections shall be by secret ballot based on democratic and popular concept of free will andjudgment. The power to elect shall be exercised by the general membership as provided in theUAP By-laws (Art. 9, Sec. 8.2) through their respective representatives in the Electoral College(Art. 9, Sec. 4.1) Procedures: 1. A qualified member of the Electoral College will be issued his ballot at the polling place on the day of the election upon presentation of his Accreditation Slip and verification in the Chapter Board Resolution indicating the List of the Members of the Electoral College and their common candidates for National Office (Art. 9, Sec. 8.5.2); 2. The Chapter elector shall cast his/her vote on the ballot based on their respective Chapter’s common candidates for National Office; 3. Names to be placed on the ballot shall be written legibly using pencil or ball pen that will be provided in the polling place by the COMELEC. Ballots with identifying marks shall be considered void (Art. 9, Sec. 8.5.5);Ballots issued shall not be taken out of the polling place but shall be cast and dropped in theballot box (Art. 9, Sec. 8.5.3); UAP Election Manual: Election Rules of Procedures Page - 41 -
  • Only members of the Electoral College shall be allowed inside the polling place (Art. 9, Sec.8.5.4); andIn no case shall the absentee voting be allowed in the UAP National Elections. c. Voting Guidelines 1. A Member of the Electoral College, after receiving an official ballot shall immediately enter an unoccupied booth. If all booths are occupied, then a Member of the Electoral College, shall wait in an orderly line and enter the first unoccupied booth when his/her time in line comes to enter a booth. 2. Only ballots marked in a booth shall be put into the ballot box. 3. The voter shall fold the ballot and physically put the ballot into slot in ballot box. 4. If for any reason a ballot becomes spoiled, the voter shall return all ballots in his possession to the COMELEC where they will be destroyed in the presence of the elector and a new set will be issued. 5. At the closing of the polls, all Members of the Electoral College in line at the closing hour shall be given an opportunity to cast a ballot. NO others will be allowed to join the line past the closing hour. d. Closing the Voting PeriodElection closes at the time designated by the COMELEC. e. TallyingPrior to the start of the canvassing of the ballots, the Committee on Canvassing shall publicly seeto it that the number of ballots cast in the ballot box shall tally with the number of Ballots issuedby the COMELEC to the Electoral College (Art. 9, Sec. 9.1) according to Chapter.In no case shall the ballots be more than the number of official ballots duly printed or distributed.No canvassing of votes shall be done unless this provision is satisfied (Art. 9, Sec. 9.1) f. Canvassing and TabulationImmediately after the polls are closed all ballots shall be turned over to the Committee onCanvassing where the counting of the ballots shall commence (Art. 9, Sec. 2.2.4-b)Canvassing and tabulation shall be done in a public place without interruption only when theballots issued tallies with the number of ballots cast by the Members of the Electoral College whoparticipated in the election (Art. 9, Sec. 9.2) UAP Election Manual: Election Rules of Procedures Page - 42 -
  • Prior to the canvassing and tabulation, the COMELEC may allow a candidate or hisrepresentative to personally witness the reading of the Ballots within the Canvassing area (Art. 9,Sec. 9.3)The COMELEC shall resolve any challenged ballots, if possible, before any ballot envelopesare opened and the counting begins. The COMELEC should keep a record of decisions madeand explain the reason for each voter eligibility decision to observers. g. Procedures for Counting Ballots 1. At the time of poll closing and the last ballot has been cast the ballot box shall be shaken in a manner to thoroughly mix ballots. The Ballot Box will be unlocked by the Chairman of the COMELEC and the Chairman of the Committee on Canvassing duly witnessed by all Members of the COMELEC, and any person duly authorized by the COMELEC. 2. There shall be present at the counting:  The COMELEC Chairman  The Chairman on Committee on Canvassing  All Members of the COMELEC 3. The COMELEC shall sort all the ballots according to chapter; 4. The COMELEC shall determine each ballot if is in accordance with the consensus of their respective chapters in relation to common candidate previously agreed upon; otherwise, any inconsistency shall be void by the COMELEC immediately; 5. The COMELEC may allow a candidate or his representative to personally witness the reading of the ballots within the Canvassing area (Art. 9, Sec. 9.3). 6. The COMELEC may designate specific area for the public who wish to witness the reading of ballots. 7. The Committee on Canvassing shall take charge of the canvassing, counting and tallying of votes (Art. 9, Sec. 2.2.4-b). h. Reason for Failure to Count BallotsAt ballot counting, the COMELEC shall act as umpire in determining if a ballot is void or not.Ballots with identifying marks shall be considered void (Art. 9, Sec. 8.5.5). The disqualifiedballot will be signed by the Chairman on Canvassing and reason for disqualification. i. Resolution of TiesWhen two (2) or more candidates garnered the same number of votes for any position,COMELEC after officially recording this fact, shall break the tie by drawing of lots (Art. 9, Sec.9.4) UAP Election Manual: Election Rules of Procedures Page - 43 -
  • j. Certification of Election ResultsAfter the completion of canvassing, the election results shall be duly certified by the Chair andMembers of the Committee on Canvassing and the Chair of COMELEC and shall be submittedas the official record in the secretariat. All election documents shall be properly secured asprovided for in the UAP IRR (Art. 9, Sec. 9.5). (Annex 12)3. Post-Election Procedures a. Submission of the election resultsElection results duly certified by the Chair and Members on Canvassing and the Chair of theCOMELEC shall be submitted to the UAP National Secretariat. b. Press ReleasesThe Commission on Election shall announce the results of the UAP National Election in anynational leading newspapers. UAP Election Manual: Election Rules of Procedures Page - 44 -
  • Rule 12: Proclamation and Induction of Winners; Vacancy in the ElectedPosition1. Proclamation of WinnersThe Chair of COMELEC shall officially proclaim the winners in the Elections as duly certified,immediately after the canvassing. General proclamation shall be done on the last day of theNational Convention (Art. 9, Sec. 10).2. Induction of Newly-elected OfficersThe Induction of the newly-elected officers shall be done on or before July 1 during the UAPTurnover and Recognition Night Ceremonies. The Induction of the newly-elected officers shallbe under the auspices of the incumbent National Board of Directors. (Art. 9, Sec. 13).3. Vacancy in the Elected PositionsShould a vacancy occur among the newly elected positions of National Officers, beforeassumption of office, the position shall be filled up automatically by the candidate who receivedthe next highest number of votes during the election as certified by the Chair and Members ofthe Committee on Canvassing and the Chairperson of COMELEC (Art. 9, Sec. 12). UAP Election Manual: Election Rules of Procedures Page - 45 -
  • Rule 13: Protests1. Definition of ProtestA protest is a formal declaration of disapproval or objection issued by an unsuccessfulcandidate to the conduct or results of the election accompanied by specific allegations that ifproven true would have a probable impact on the outcome of the UAP national election.2. Initiation of ProtestA protest may be initiated only by an unsuccessful candidate by the filing of a written notice tothe Commission on Election.3. Protest Processing FeeA protest processing fee of not less than two thousand pesos (P 2,000), which is non-refundableshall be filed together with the protest (Art. 9, Sec. 11.2)4. Other ChargesOther charges incurred by the Commission in relation to protest (e.g., in case of recount) filedby an unsuccessful candidate or petitioner shall be paid by the said candidate or petitioner.5. Time Period of Protest.Any protest contesting the result of the Elections shall be filed within the twenty- four (24) hoursafter the proclamation of the winning candidates (Art. 9, Sec. 11.1).6. Contents of ProtestThe protest shall be filed with COMELEC in writing (Art. 9, Se. 11.1) which is limited only onthe objections to the conduct or results of the election accompanied by specific allegations thatif proven true would have a probable impact on the outcome of the election.7. Lapse of Protest PeriodAfter the required twenty-four (24) hours and no protest had been filed, the proclamation of thewinning candidates by the COMELEC shall become final and irrefutable (Art. 9, Sec. 11.1)8. Hearing and InvestigationUpon receipt of a protest, COMELEC shall immediately conduct a hearing and investigation ofthe case and shall make a decision within twenty four (24) hours after the closing of theinvestigation. COMELEC shall forward this immediately to the incumbent National Board whichshall not be later than June 30 of the current fiscal year (Art. 9, Sec. 11.3)9. DecisionAll decisions by the COMELEC en banc, are final and unappealable, and shall be made by amajority vote of the total members of the Commission. Voting shall be by raising of hands. UAP Election Manual: Election Rules of Procedures Page - 46 -
  • Rule 14: Grounds for Disqualification of Election1. Definition of Election OffenseAn election offense a misdemeanor act whether committed by a candidate for any elective officein UAP or by any other member, directly and indirectly, in any form or manner, by himself orthrough another person by any person in relation to all UAP national election activities, includinggross violations of this UAP Election Manual and any election policy and procedures which maybe adopted by the Commission on Elections.2. Types of OffensesThe following shall be considered offences whether committed by a candidate for any electiveoffice in UAP or by any other member, directly and indirectly, in any form or manner, by himself orthrough another person (Art. 9, Sec. 6) - a. Personal advertisement and press release; b. Distribution of campaign materials that tend to discredit, destroy or cast aspersions upon the honor of a candidate; c. Payment of dues or indebtedness of any member of the Electoral College; d. Giving of food, drinks, entertainment, transportation or any article of value or any similar consideration of any person for election consideration; e. Solicitation of campaign funds, promising or causing expenditure to be made or offered for the purpose of inducing or influencing a member to withhold his vote or to vote for and against a candidate; f. Violation of any of the above shall be subject to evaluation and decision of the COMELEC and the provisions on Discipline Action of these By-laws;Any question relating to the eligibility of a candidate must be raised prior to the casting of ballots,and shall be immediately decided by the COMELEC chair. An appeal from such decision may betaken to the members of the COMELEC who shall forthwith resolve the appeal by plurality vote.Voting shall be by raising of hands. The decision of the members shall be final, and the electionsshall thereafter proceed.No member may be elected to any office whose name is not duly included in the list of nominees3. Procedures on Filing PetitionAny question relating to the eligibility of a candidate must be raised prior to the casting ofballots, and shall be immediately decided by the COMELEC chair (Art. 9, Sec. 6.7) UAP Election Manual: Election Rules of Procedures Page - 47 -
  • 4. AppealAn appeal from such decision may be taken to the members of the COMELEC who shallforthwith resolve the appeal by plurality vote. (Art. 9, Sec. 6.7)5. DecisionVoting shall be by raising of hands. The decision of the members shall be final, and theelections shall thereafter proceed (Art. 9, Sec. 6.7) UAP Election Manual: Election Rules of Procedures Page - 48 -
  • Rule 15: Warranting SanctionsOffenses listed in this Manual, violations of the UAP Bylaws, or violations any existing Rulesand Regulations of the organization (specifically on all matters pertaining to election), as wellas any civil or criminal violations, shall be grounds for collateral and appropriate disciplinaryaction by the Commission on Elections.Any individual found to be responsible for any damage to the organization shall be held liablefor the costs associated with these violations.No part of this Manual shall be interpreted to mean adherence to it will relinquish one from anycivil or criminal liability or disciplinary action by the United Architects of the Philippines.The provisions of this Manual are intended only to be minimum requirements for an orderly andfree election, and failure to proscribe any act or course of conduct is not to be interpreted as alicense to act in a manner contrary to the by-laws of the United Architects of the Philippines.Neither this section, nor this Manual creates any additional offenses not elsewhere stipulatedby this Manual. UAP Election Manual: Election Rules of Procedures Page - 49 -
  • Rule 16: FinancesAll expenses incurred by the Commission on Elections and its Standing Committees and theCommittee on Nominations shall be reimbursed and paid by the United Architects of thePhilippines, except for the cost incurred in relation to protest. This shall be paid by theprotester/s. UAP Election Manual: Election Rules of Procedures Page - 50 -
  • Rule 16: Amendments1. AmendmentsThis UAP Election Manual: Election Rules of Procedure may be amended by the UAP NationalBoard of Directors only after one (1) year upon its effectivity or in case the UAP By-laws,specifically on provisions relating to election procedures, are amended, whichever comes first. UAP Election Manual: Election Rules of Procedures Page - 51 -
  • Rule 16: Repealing ClauseAll rules and regulations, circulars, memoranda, or any part thereof and the rules andregulations promulgated or any part thereof, in conflict with or contrary to this Election Manualor any portion hereof, are hereby repealed or modified accordingly. UAP Election Manual: Election Rules of Procedures Page - 52 -
  • Rule 17: EffectivityThe herein Election Manual: Election Rules of Procedure shall be effective upon approval bythe Majority of the National Board of Directors of the United Architects of the Philippines.Recommended for Approval:The Commission on ElectionFiscal Year 2005-2006Archt. Froilan L. Hong, fuapChairman, Commission on ElectionsSigned by the Majority of the Members of the Commission:Approved by:National Board of DirectorsUnited Architects of the PhilippinesFiscal Year 2005-2006UAP Board Resolution No. ___, series of 2006Thru:Arch’t. Edric Marco C. Florentino, fuapNational PresidentAttested by:Arch’t. Gil C. Evasco, uapSecretary General UAP Election Manual: Election Rules of Procedures Page - 53 -
  • ANNEXES UAP Election Manual: Election Rules of Procedures Page - 54 -
  • Annex 1 Call for Nominations (set)Date: ____________________________To : The General Membership United Architects of the PhilippinesFrom : Committee on NominationsSubject: Call for NominationsPlease be informed that the term of office of our National Officers for the Fiscal Year_________________ ends on ________________ and election of National Officers for theFiscal Year _______________ is scheduled on ___________________ which will be held asone of the functions in the ______ UAP National Convention.As empowered by our By-laws, the Committee on Nominations welcomes Nominations for UAPElective National Positions for the Fiscal Year ________________.Please be reminded of the nomination process: 1. Nomination by Members. Any qualified member in good standing of UAP may be proposed in writing by at least thirty (30) members in good standing who shall submit the nomination together with his bio-data to the Committee on Nominations, which has full power to accept or reject such proposal. Deadline: _______________________. 2. Submission of Documents. The following documents should be submitted by the Nominator to the Committee on Nominations Deadline:________________. 4. Nomination Form – attached 5. Curriculum Vitae with the following required information a. Complete Name of Nominees b. Address c. Contact Numbers d. PRC Number e. UAP Number f. IAPOA Number g. Chapter h. Taxpayer’s Identification Number i. Educational Background j. Summary of Professional Experience, Activities, Associations and Affiliations, Achievements and Awards received. k. Previous Services to UAP. UAP Election Manual: Election Rules of Procedures Page - 55 -
  • 6. Endorsement letter by at least thirty (30) UAP members in good standing-refer to Annex 1. These documents and requirements together with the attached Nomination Form should be forwarded to the Committee on Nominations or its assigned personnel at the UAP National Headquarters No. 53 Scout Rallos Street, Diliman, Quezon City on or before __________________________________.3. General Qualifications for National Elective Office. a. In accordance with Article XXIV, Section 1 (Transitory Provision) of the New UAP Bylaws all bonafide members of the UAP-IAPOA are qualified for elective position at all levels due to the suspension of the residency and service requirements for the three elections specifically from Fiscal Years 2004-2005, 2005-2006 and 2006-2007: Artilce XXIV, Section 1: “During the first three (3) elections under these By-laws, or until the amendment of the provisions of these By-laws on the qualifications of candidates, shall have been amended, all bonafide members of the IAPOA shall have been qualified and the residency and service requirements of candidates for chapter or national positions shall be deemed suspended. Further, if after three (3) years the provisions on qualifications for candidates for Chapter or National Positions have not been amended, the same shall be deemed suspended. b. In the interest of fairness, equality and inclusiveness, the Committee interprets the same Transitory Provision to mean that UAP members who have served for three (3) consecutive years in the UAP National Board and other positions at the district and chapter levels, are also qualified for elective positions and that the provision on Article 3.12 shall be retained. Board Resolution No. 003-16, Series of 2005-2006 WHEREFORE, BE IT RESOLVED AS IT IS HEREBY RESOLVED, that the National Board hereby affirms the provision in the New By-laws, Article V, Section4: “The Members of the National Board shall served for one (1) fiscal year starting on July 1st to June 30th of the following year, or until their successors shall have been duly elected and qualified. An officer of the National Board shall serve for a term of one (1) year and may be re-elected for another term, but in no case shall serve for more than two (2) consecutive terms in the same office. An officer may serve for not more than three (3) consecutive terms.”, PROVIDED, that this provision shall not apply for the three elections specifically from Fiscal Years 2004-2005, 2005-2006, and 2006-2007. RESOLVED FURTHER, that the manner of choosing the District Director is through a consensus among the chapters in the district. UAP Election Manual: Election Rules of Procedures Page - 56 -
  • (Ratified by the General Membership on 22nd October 2005 at General Santos City). All other provisions of the UAP By-laws relevant to qualifications of members to elective position have not been suspended and are therefore in effect.Very truly yours,_______________________________________Chair, Committee on NominationsChancellor, College of FellowsCc: Secretary General United Architects of the Philippines UAP Election Manual: Election Rules of Procedures Page - 57 -
  • Annex 2 Nominations by Members United Architects of the Philippines The Integrated and Accredited Professional Organization of Architects NOMINATION FORM Date : ________________________ To : The Chairman Committee on Nominations UAP-IAPOA Greetings! We, the undersigned hereby nominate Archt. _________________________________________ of ____________________ (Chapter) for the position of ______________________________________________ of the United Architects of the Philippines – Integrated and Accredited Professional Organization of Architects for the Fiscal Year ______________________. Nominated by:No. Name of Endorser IAPOA Number Chapter Signature (FY 2006-2007)12345678 UAP Election Manual: Election Rules of Procedures Page - 58 -
  • 9101112131415161718192021222324252627282930 I hereby accept the nomination: _________________________________________ Signature Over Printed Name Nominee Note: Nomination by Members. Any qualified member in good standing of UAP may be proposed in writing by at least thirty (30) members in good standing who shall submit the nomination together with his bio-data to the Committee on Nominations, which has full power to accept or reject such proposal. (Art. 9, Sec. 3.2.2). UAP Election Manual: Election Rules of Procedures Page - 59 -
  • Attachments: Please attach herewith the Curriculum Vitae of your nominee with the following required informationa) Complete Name of Nominees, b) Address, c) Contact Numbers, d) PRC Number, e) UAP Number, f) IAPOANumber, g) Chapter h) Taxpayer’s Identification Number, i) Educational Background, j) Summary of Experience,Activities, Associations and Affiliations, and Achievements and Awards received k) Services to UAP.Deadline of Submission: This Nomination Form together with the required attachments should be forwarded tothe Committee on Nominations at the UAP National Headquarters No. 53 Scout Rallos Street, Diliman, QuezonCity on or before __________________________________.Others: Additional endorsers may be attached.To be filled-up by the Committee on Nominations:Nomination received by:Signature : _________________________________Name : _________________________________Date Received : _________________________________Time Received: _________________________________ UAP Election Manual: Election Rules of Procedures Page - 60 -
  • Annex 3 Good Standing Report by National Treasurer Office of the National Treasurer Date ___________________ Chairperson Committee on Nominations Dear Chancellor, This is to certify that the following nominees for the UAP National Elections are duly endorsed by members in good standing in accordance with the provisions of the UAP By-laws: Endorsed by Total Position Nominee / Chapter IAPOA Number Members in Good Standing To be in good standing for the current fiscal year, a member should have paid the individual annual dues on or before September 30 of the current fiscal year as per Article 4, Section 4.1 of the UAP By-laws. Very truly yours, ________________________________________ National Treasurer UAP Election Manual: Election Rules of Procedures Page - 61 -
  • Annex 4 Committee on Nominations Resolution (sample) Office of the Committee on Nominations Committee Resolution No. 02 Series of 2006Whereas, that the term of office of the National Officers of the United Architects of thePhilippines-Integrated and Accredited Professional Organization of Architects (UAP-IAPOA) forthe Fiscal Year 2005-2006 ends on June 30, 2006;Whereas, the election of National Officers of the UAP-IAPOA for the Fiscal Year 2006-2007 isscheduled on Friday, April 28, 2006 which will be held as one of the functions in the 32nd UAPNational Convention;Whereas, on December 10, 2005, the UAP National Board of Directors officially constituted theCommittee on Nominations through its Board Resolution No. 004-09, series of 2005;Whereas, as empowered by our By-laws, the Committee on Nominations is tasked to call fornominations for UAP-IAPOA national office positions;Whereas, on December 21, 2005, the Committee on Nominations formally called thenomination for UAP-IAPOA national office positions;Whereas, the Committee on Nominations set the deadline of submission of nominations forUAP-IAPOA national office positions on February 28, 2006 at 6 in the evening;Whereas, that the nominees have been endorsed by at least thirty (30) members in goodstanding who have submitted the nomination together with nominees’ bio-data to theCommittee on Nominations as per UAP By-laws and the Election Manual duly approved by theUAP National Board of Directors in its NBD Resolution No. 10, series of 2006;Whereas, the Committee issued a Notification to all qualified nominees informing them of theirqualifications for the UAP National Election as per UAP By-laws and the Election Manual andrequired them to submit and sign the Acceptance of Nomination for inclusion in the Official Listof Candidates for UAP National Office with full knowledge of their responsibilities of the aspiredpositions and their commitment to abide by the provisions of the UAP Constitution and By-laws;Whereas, the Committee verified the good standing status of nominees and their respectivenominators with the Office of the National Treasurer;Whereas, the Office of the National Treasurer issued a certification that the nominees includingtheir respective nominators are in good standing for the Fiscal Year 2005-2006 as ofSeptember 30, 2005 as per as per UAP By-laws and the approved Election Manual;Whereas, the Committee on Nominations convened on March 4, 2006 at the UAP NationalHeadquarters to review and evaluate the nominations submitted to the Committee; UAP Election Manual: Election Rules of Procedures Page - 62 -
  • Whereas, the Committee on Nominations has ensured that all nominees meet the qualificationsset forth in the UAP By-laws and the approved Election Manual;Now, therefore, by virtue of Section 3.2.2, Article 9 of the UAP By-laws and Section 3.1.3-b,and c, the Committee on Nominations hereby submits to the Commission on Election and theOffice of the Secretary General the List of Qualified Candidates for National Office inaccordance with the UAP By-laws and the approved Election Manual, as follows: Position Nominee Chapter For National President Edric Marco C. Florentino, fuap Quezon City For National Executive Vice Ana Mangalino-Ling, fuap Quezon City President Rozanno C. Rosal, fuap Makati CBD For Area Vice President, Area A Ramon S. Mendoza, fuap New Manila For Area Vice President, Area B Godofredo Q. Queri, Jr., uap Manila Centrum For Area Vice President, Area C Fe Aurora C. Achas, uap Cebu For Area Vice President, Area D Michael T. Ang, fuap Socsksargen For Secretary General Gil C. Evasco, uap Manila Maynilad For National Treasurer Serge T. Chua, Jr. Manila Metro For National Auditor Ramon T. Bacani San PabloDone in the City of Quezon, Philippines, this 13th day of March, 2005.Carmencita L. Rosales, fuap, fpiepChairperson, Committee on NominationsFrancisco G. Catalan, uap Jose P. Gonzaga,uapMember (District A1a) Member (District A1b)Jose Pericles B. Dayrit, uap Mario C. Arceño, uapMember (District A2) Member (District A3)Jerry C. Magpayo, uap Elsa R. Villanueva, uapMember (District A4) Member (District A5)Engelberto L. Dalay, uap Domingo Ll. Tablizo, fuapMember (District B1) Member (District B2) Matias I. Flores, uapMember (District B3) Member (District B4)Joselito P. Janer, uap Benjamin John A. Aliño, uapMember (District B5) Member (District C1)Manuel B. Tingzon, Jr., uap Ryan Gil N. Peru, uapMember (District C2) Member (District C3) UAP Election Manual: Election Rules of Procedures Page - 63 -
  • Prospero A. Abellano, fuap Domingo A. Abarro III, fuapMember (District D1) Member (District D2)Marcelino E. Dumpa, uapMember (District D3) UAP Election Manual: Election Rules of Procedures Page - 64 -
  • Annex 5 Committee on Nominations Resolution (sample) Office of the Committee on Nominations Committee Resolution No. 03 Series of 2006Whereas, that the term of office of the National Officers of the United Architects of thePhilippines-Integrated and Accredited Professional Organization of Architects (UAP-IAPOA) forthe Fiscal Year 2005-2006 ends on June 30, 2006;Whereas, the election of National Officers of the UAP-IAPOA for the Fiscal Year 2006-2007 isscheduled on Friday, April 28, 2006 which will be held as one of the functions in the 32nd UAPNational Convention;Whereas, on December 10, 2005, the UAP National Board of Directors officially constituted theCommittee on Nominations through its Board Resolution No. 004-09, series of 2005;Whereas, as empowered by our By-laws, the Committee on Nominations is tasked to call fornominations for UAP-IAPOA national office positions;Whereas, on December 21, 2005, the Committee on Nominations formally called thenomination for UAP-IAPOA national office positions;Whereas, that the nominees for the Regional District Directorship have been endorsed by atleast thirty (30) members in good standing who have submitted the nomination together withnominees’ bio-data to the Committee on Nominations as per UAP By-laws and the ElectionManual duly approved by the UAP National Board of Directors in its NBD Resolution No. 10,series of 2006;Whereas, the Committee issued a Notification to all qualified nominees informing them of theirqualifications for the UAP National Election as per UAP By-laws and the Election Manual andrequired them to submit and sign the Acceptance of Nomination for inclusion in the Official Listof Candidates for UAP National Office with full knowledge of their responsibilities of the aspiredpositions and their commitment to abide by the provisions of the UAP Constitution and By-laws;Whereas, the Committee verified the good standing status of nominees and their respectivenominators with the Office of the National Treasurer;Whereas, the Office of the National Treasurer issued a certification that the nominees includingtheir respective nominators are in good standing for the Fiscal Year 2005-2006 as ofSeptember 30, 2005 as per UAP By-laws and the approved Election Manual;Whereas, the Committee on Nominations convened on March 4, 2006 at the UAP NationalHeadquarters to review and evaluate the nominations submitted to the Committee;Whereas, the Committee on Nominations has ensured that all nominees meet the qualificationsset forth in the UAP By-laws and the approved Election Manual; UAP Election Manual: Election Rules of Procedures Page - 65 -
  • Now, therefore, by virtue of Section 3.2.2, Article 9 of the UAP By-laws and Section 3.1.3-b,and c, the Committee on Nominations hereby submits to the Commission on Election and theOffice of the Secretary General the List of Qualified Candidates for District Directorship, subjectto completion of all required documents, in accordance with the UAP By-laws and the approvedElection Manual, as follows: District Director for Nominee Chapter District - A1a District - A1b District – A2 (District – A2b) District - A3 District - A4 District - A5 District - B1 District - B2 District - B3 District - B4 District - B5 District - C1 District - C2 District - C3 District – C4 District – D1 District – D2 District – D3 District – D4For District B3, submission of nominations and their respective required documents shall beaccepted by the Chairperson in behalf of the Committee within one week, otherwise theChairperson is empowered to arrive at a common candidate in case on failure to submitnominations as per Art. 9, Sec. 3.1.2-c of the UAP-By-laws and the approved Election Manual.Done in the City of Quezon, Philippines, this 4th day of March, 2006.Carmencita L. Rosales, fuap, fpiepChairperson, Committee on NominationsFrancisco G. Catalan, uap Jose P. Gonzaga,uapMember (District A1a) Member (District A1b)Jose Pericles B. Dayrit, uap Mario C. Arceño, uapMember (District A2) Member (District A3)Jerry C. Magpayo, uap Elsa R. Villanueva, uapMember (District A4) Member (District A5)Engelberto L. Dalay, uap Domingo Ll. Tablizo, fuapMember (District B1) Member (District B2) UAP Election Manual: Election Rules of Procedures Page - 66 -
  • Matias I. Flores, uapMember (District B3) Member (District B4)Joselito P. Janer, uap Benjamin John A. Aliño, uapMember (District B5) Member (District C1)Manuel B. Tingzon, Jr., uap Ryan Gil N. Peru, uapMember (District C2) Member (District C3)Prospero A. Abellano, fuap Domingo A. Abarro III, fuapMember (District D1) Member (District D2)Marcelino E. Dumpa, uapMember (District D3) UAP Election Manual: Election Rules of Procedures Page - 67 -
  • Annex 6 Transmittal Letters of Committee on Nominations to Commission on ElectionsOffice of the Committee on NominationsDate: ___________________ChairmanCommission on ElectionDear Chairman:Greetings!In accordance with Article 9, Sec. 3.1.3-b of the UAP By-laws, this is to officially transmit to youCommittee on Nominations Resolution No. ___ series of ___ prepared by the Committee onNomination attached defining the qualified nominees in accordance with the UAP By-laws andthe approved UAP Election Manual.Further, we are transmitting herewith Committee on Nominations Resolution No. ___, series of____ with list subject to completion of all required documents as per UAP By-laws and theapproved UAP Election Manual.Thank you and our best regards!Very truly yours,_____________________________________Chairperson, Committee on NominationsCc: Office of the Secretary General UAP Election Manual: Election Rules of Procedures Page - 68 -
  • Annex 7 Announcement of List of Official Candidates Office of the Commission on Elections United Architects of the Philippines Commission Circular No. 01 LIST OF QUALIFIED CANDIDATES For: The General Membership United Architects of the Philippines This is to inform the General Membership that the following are the List of Qualified candidates for the national office for the Fiscal Year 2006-2007: National Position Name 1. National President ____________________________________ 2. National Executive Vice President ____________________________________ 3. National Vice President for Area A ____________________________________ 4. National Vice President for Area B ____________________________________ 5. National Vice President for Area C ____________________________________ 6. National Vice President for Area D ____________________________________ 7. Secretary General ____________________________________ 8. National Treasurer ____________________________________ 9. National Auditor ____________________________________ 10. Regional District Director for RD-A1a ____________________________________ 11. Regional District Director for RD-A1b ____________________________________ 12. Regional District Director for RD-A2a ____________________________________ 13. Regional District Director for RD-A2b ____________________________________ 14. Regional District Director for RD-A3 ____________________________________ 15. Regional District Director for RD-A4 ____________________________________ 16. Regional District Director for RD-A5 ____________________________________ 17. Regional District Director for RD-B1 ____________________________________ 18. Regional District Director for RD-B2 ____________________________________ 19. Regional District Director for RD-B3 ____________________________________ 20. Regional District Director for RD-B4 ____________________________________ 21. Regional District Director for RD-B5 ____________________________________ 22. Regional District Director for RD-C1 ____________________________________ 23. Regional District Director for RD-C2 ____________________________________ 24. Regional District Director for RD-C3 ____________________________________ 25. Regional District Director for RD-C4 ____________________________________ 26. Regional District Director for RD-D1 ____________________________________ 27. Regional District Director for RD-D2 ____________________________________ 28. Regional District Director for RD-D3 ____________________________________ 29. Regional District Director for RD-D4 ____________________________________ Respectfully yours, _____________________________ Chairman Commission on Elections UAP Election Manual: Election Rules of Procedures Page - 69 -
  • Annex 8 Chapter Board Resolutions on Chapter’s List of Members of the Electoral College United Architects of the Philippines ___________________________________ Name of Chapter CHAPTER BOARD RESOLUTION NO. ___, Series of Fiscal Year _____________WHEREAS, we, the Officers and Members of the UAP-______________________________Chapter (Name of Chapter)held our Annual Membership Meeting on _______________________________________ (Date)at the _______________________________________________; (Place)WHEREAS, in accordance with the provisions of the UAP By-laws and the approved UAPElection Manual, we have elected our Regular Chapter Members of the Electoral College forour Chapter for the UAP National Elections which will be held on _______________;WHEREAS, during the same meeting, we have elected an equal number of alternate memberswho shall exercise the power of the regular members in case of their absence as per Article 9,Sec. 4.1 of the UAP By-laws;NOW, THEREFORE, in compliance with the requirements of the Commission on Electionspertaining to Electoral College, we hereby resolved as it is hereby resolved that the followingare the Members of our Chapter to the Electoral College which was elected in accordance withthe provisions of the UAP By-laws and the approved Election Manual:A. Regular Members to the Electoral College Name IAPOA Number 1 2 3 4 5 6 7 8 9 10 UAP Election Manual: Election Rules of Procedures Page - 70 -
  • 11 12 13 14 15 16 17 18 19 20B. Alternate Members Name IAPOA Number 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20PASSED OFFICIALLY AND SIGNED this _______ day of __________________ in______________________________________________________________.The Chapter Board of DirectorsFiscal Year _________________President ______________________________________ UAP Election Manual: Election Rules of Procedures Page - 71 -
  • Vice President, Program and Dev. ______________________________________Vice President, Operations ______________________________________Secretary ______________________________________Treasurer ______________________________________Auditor ______________________________________Directors ______________________________________ ______________________________________ ______________________________________ ______________________________________Ex-Officio ______________________________________ UAP Election Manual: Election Rules of Procedures Page - 72 -
  • Annex 9 Chapter Board Resolutions on Chapter’s Common Candidates for National Office United Architects of the Philippines ___________________________________ Name of Chapter CHAPTER BOARD RESOLUTION NO. ___, Series of Fiscal Year ______WHEREAS, we, the Officers and Members of the UAP-______________________________Chapter (Name of Chapter)held our Annual Membership Meeting on _______________________________________ (Date)at the _______________________________________________; (Place)WHEREAS, in cognizant of the provisions of the UAP By-laws and the approved UAP ElectionManual that the power to elect the UAP National Officers shall be exercised by the generalmembership through the Electoral College;WHEREAS, we have exercised this power during the said meeting to select our Chapter’sCommon Candidates for UAP National Office, through secret balloting, based on the OfficialList of Qualified Candidates for UAP National Office issued by the Commission on Elections;WHEREAS, that on Election Day, our Members to the Electoral College shall cast their votesas the reflection of the collective choice of our Chapter based on the results of the selection ofour common candidates;NOW, THEREFORE, in compliance with the provisions of the UAP By-laws and the approvedUAP Election Manual and the requirements of the Commission on Elections, we herebyresolved as it is hereby resolved that based on the results of our selection, the following are theCommon Candidates of our Chapter for UAP National Office; Position Name For National President For National Executive Vice President For Area Vice President, Area A For Area Vice President, Area B For Area Vice President, Area C For Area Vice President, Area D For Secretary General For National Treasurer For National Auditor UAP Election Manual: Election Rules of Procedures Page - 73 -
  • PASSED OFFICIALLY AND SIGNED this _______ day of __________________ in______________________________________________________________.The Chapter Board of DirectorsFiscal Year ____________President ______________________________________Vice President, Program and Dev. ______________________________________Vice President, Operations ______________________________________Secretary ______________________________________Treasurer ______________________________________Auditor ______________________________________Directors ______________________________________ ______________________________________ ______________________________________ ______________________________________Ex-Officio ______________________________________ UAP Election Manual: Election Rules of Procedures Page - 74 -
  • Annex 10 Sample of Campaign ParaphernaliaBooklet TypeSize: Short Bondpaper (folded)To be printed/published by UAP Commission on Elections Archt. Juan Dela Cruz FOR NATIONAL PRESIDENT Service to UAP • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ • __________________________________________ UAP Election Manual: Election Rules of Procedures Page - 75 -
  • Annex 11 Official Ballot THE UNITED ARCHITECTS OF THE PHILIPPINES 32nd National Convention and Business Meeting WORLD TRADE CENTER APRIL 28, 2006 COMMISSION ON ELECTION ANNUAL ELECTION OF NATIONAL OFFICERS Ballot No.______________ Name of Candidate National President __________________________________________ Nat’l Exe.President __________________________________________ Vice President Area A __________________________________________ Vice President Area B __________________________________________ Vice President Area C __________________________________________ Vice President Area D __________________________________________ Secretary General __________________________________________ National Treasurer __________________________________________ National Auditor __________________________________________ District Director for ___ __________________________________________ ______________________________________ Chairman, COMELEC _______________________________________ Chairman, Committee on Accreditation Voter’s Signature Ballot No. ____________ ᦓ National Board ᦓ Chapter President of _________________________ UAP Election Manual: Election Rules of Procedures Page - 76 -
  • Annex 12 Certification of Election Results UNITED ARCHITECTS OF THE PHILIPPINES Commission on Elections Fiscal Year _________ CERTIFICATE OF ELECTION RESULTSIn accordance with the Constitution and By-laws of the United Architects of the Philippines and itsElection Manual, the undersigned members of the Committee on Canvassing of the UAP Commissionon Election canvassed the results of the UAP ANNUAL NATIONAL ELECTION held in________________ on _____________________. The following are the official results of the saidelection: Position Name VotesFor National President 1 2For National Executive Vice President 1For Area Vice President, Area A 2For Area Vice President, Area B 1 2For Area Vice President, Area C 1 2For Area Vice President, Area D 1 2For Secretary General 1 2For National Treasurer 1 2For National Auditor 1 2Election Statistics:A. Total Registered Voters Per Chapter List of ChaptersB. Total Void Ballots ReasonI hereby certify that the foregoing results are the true and final results of the recently concludedUAP ANNUAL NATIONAL ELECTIONS.ChairmanCommittee on Canvassing UAP Election Manual: Election Rules of Procedures Page - 77 -
  • Members of the Committee on Canvassing1. ________________________________________2. ________________________________________3. ________________________________________4. ________________________________________5. ________________________________________6. ________________________________________7. ________________________________________8. ________________________________________ D E C L A R AT I O N O F W I N N E R SI, Archt. ________________, Chairman of the Commission on Election by the power vested upon me bythe Constitution and By-laws of the United Architects of the Philippines do hereby declare the followingcandidates elected as a result of the UAP NATIONAL ELECTION held on ________________ at the______________. Position Name For National President For National Executive Vice President For Area Vice President, Area A For Area Vice President, Area B For Area Vice President, Area C For Area Vice President, Area D For Secretary General For National Treasurer For National AuditorCertified by:_____________________________________ChairmanCommission on Election UAP Election Manual: Election Rules of Procedures Page - 78 -